Kinds of Enterprise Content Management (ECM) Software
Given the open-ended nature of most ECM systems, one would be hard-pressed to say there are distinct types. However, the easiest distinctions can be made for ECM tools that are built for specific industries. Many industries have highly regulated processes regarding the management of legal files, health records, inspection forms, certifications, etc. Beyond government-imposed standards, some organizations may need specific capabilities and configurations. Many ECM vendors offer tailored industry solutions based on standards and previous implementations, and industries with extensive bureaucratic processes will find the most use out of ECM systems. Specific examples include, but are not limited to, health care, law, and public service. However, most modern businesses find themselves regularly handling everything from invoices to content marketing materials to health records, and ECM systems are designed to help scan, categorize, and store all the aforementioned and more.
Enterprise Content Management (ECM) Software Features
Enterprise content management systems often provide the same basic features. However, ECM products for specific industries will often include specific feature solutions.
File Management Features
File type support — Supports storage of multiple file types. This includes, but is not limited to, text-based files, PDFs, images, videos, and audio files.
Metadata — Automatically adds descriptive metadata like file size and upload date, inserts standard metadata fields like keywords, and allows for the creation of custom fields and vocabulary.
OCR scanning — Facilitates the structuring of unstructured data through OCR software or other automated filing/tagging processes for scanned documents.
Versioning — Keeps track of incrementally changing versions of the same file.
Collaboration — Supports the simultaneous collaboration of multiple users on document creation, annotation, and review.
Document assembly — Autogenerates documents based on templates and form submission.
Form creation — Supports the creation and management of submittable user forms.
Portals and sites — Provides the ability to create user portals and sites.
Disposition — Automatically archives, deletes, or revokes access to files that have reached the end of their lifecycle.
Search — Simplifies and eases the discovery of files via a simple or advanced search.
Web interface — Allows access to documents via a web interface without requiring a client to install it on a device.
Mobile apps — Provides iOS, Android, and Windows phone apps with functionality that enables users to perform the same functions as they would on a PC.
Workflow Features
Process automation — Automates internal processes by specifying a series of conditions and actions, which can be customizable to the complexities of an organization's needs and is easy to set up and execute.
Conditions — Provides a workflow engine that is relevant and customizable to conditions that are necessary to execute rules.
Records management — Provides the necessary tools and functionality to maintain evidence of business activities and comply with governmental requirements or industry standards.
Case management — Provides specialized functionality for bundling structured and unstructured content, automating adaptive, multiperson processes, and setting deadlines for open cases. Also allows both the completion and closing of cases and the storage and future auditing of associated information.
Administration Features
User, role, and access management — Grants access to select data, features, objects, etc., based on the users, user roles, groups, etc.
Single sign-on — Facilitates the onboarding and offboarding of team members with Active Directory/SAML-based identity providers.
Policies and controls — Provides the ability to control file/folder access by user or group, external sharing permissions, editing policies, device location restrictions, etc.
Storage limits — Facilitates the administration of storage limits by user or group.
Storage zones — Supports the choice in which data center your files should be stored.
Security — Stores and transfers files in a secure environment.
Platform Features
Internationalization — Allows multinational organizations to use tools effectively across multiple languages and currencies.
Performance and reliability — Ensures that the software is consistently available (up-time) and allows users to complete tasks quickly because they are not waiting for the software to respond to an action they took.
Reporting and auditing — Provides access to prebuilt and custom reports to monitor user activity and storage.
System of record integration — Integrates with other systems of record such as CRM, ERP, Outlook, Sharepoint.
APIs — Enables custom integration to external systems.
